To initiate and develop a good tribal library is a serious undertaking, and requires a great deal of planning as well as specialized knowledge. Before beginning, a number of questions need to be answered, such as what financial and human resources can the tribe commit to the library? What space is available for this purpose, and is it centrally located? Can the tribe maintain and continue to support the library after it is established? Will it be combined with other tribal departments such as a tribal archives or museum? Will it also serve as the tribe's records management program?

ASSESSING LIBRARY/INFORMATION NEEDS

Once tribal administrators have answered these questions, they may want to conduct an information needs assessment to help determine what tribal members perceive their needs and interests are.

Since an informational need is a problem or question recognized by an individual for which either information or services is needed, a formal assessment of these needs will enable the library to provide more useful service. A sample information needs assessment instrument is provided in Appendix A of this manual.

An analysis of the responses to a needs assessment will enable the tribe to identify and list the informational needs of the tribal members; rank them in order of importance; set goals and objectives to meet determined needs; select and acquire appropriate material and design library services to address the stated needs.

Additional Resources

Community Needs Assessment guidelines for rural libraries from the Collection Development Training for Arizona Libraries (CDT) site, sponsored by the Arizona State Library. http://www.lib.az.us/cdt/commneeds.htm

Cassel, Kay Ann and Elizabeth Futas, 1991. Developing Public Library Collections, Policies, and Procedures, A How-To-Do-It Manual for Small and Medium-Sized Public Libraries, #12, New York: Neal-Schuman Publishers, Inc.

THE LIBRARY IN THE TRIBAL STRUCTURE

One of the initial decisions which must be made is where in the organizational structure of the tribe the library should be placed. Many tribes place it directly under the tribal manger, others in the education department, and some under social services.

Placement of the library in the tribal structure can vary but the basic purpose of the library, which is to provide service to all tribal members, should be kept in mind.

Some examples of organizational placement are given in Figure 1.

(Figure 1 inserted here)

It is recommended that the tribal council pass a formal resolution establishing the library. The following is a sample resolution.

RESOLUTION OF THE MUCKLESHOOT INDIAN TRIBAL COUNCIL

WHEREAS, The Muckleshoot Indian Tribal Council is the governing body of the Muckleshoot Tribe in accordance with Article III, Section I of its Constitution and Bylaws, approved by the Secretary of the Interior, May 13, 1936; and

WHEREAS, the Muckleshoot Tribe has been without a community facility building since the destruction of the Muckleshoot Tribal Hall by fire in March of 1970; and

WHEREAS, the Muckleshoot Tribe is planning to construct a community facility to be used for the benefit of the Tribe and surrounding community; and

WHEREAS, the Muckleshoot Tribal Council desires to provide within the community facility educational services for the Muckleshoot people and residents of the surrounding community; and

WHEREAS, the Muckleshoot Tribal council believes that including a limited rural library branch of the King County Library System in the Muckleshoot Community Facility would be of great assistance in providing the educational services desired by the Tribe;

NOW, THEREFORE, BE IT RESOLVED,

That the Muckleshoot Tribal Council requests that the Board of Directors of the King County Library System assist the Tribe in constructing the Muckleshoot Community Center, by allocating the sum of $35,000 for the construction of a limited rural library facility within the Muckleshoot Community Center.

Muckleshoot Tribal Chairman

CERTIFICATION

I, __________, Secretary of the Muckleshoot Indian Tribal Council do hereby certify that the attached Resolution No. is a true and correct copy of the original Resolution adopted on the _____ day of __________, 1971, as said Resolution appears in the Minute Book of the Muckleshoot Tribe, Inc.

Dated this _____ day of __________, 1971.

SECRETARY

Some tribes may be able to coordinate the development of their library with others in the area. This model has distinct advantages in that many more resources are available through networking and interlibrary loan. Tribes who want to start a library or expand an existing one should contact their state library or county library system for advice and assistance as to the feasibility of cooperation with other libraries. The degree and amount of cooperation currently in practice varies from informal to legally binding contracts. In the state of Washington, several tribes are benefiting from their relationship with the King County Library System. The System provides not only funds for purchase of library materials, but professional expertise. Local community members manage day to day operations of the library but they may at any time call on professional librarians in the larger system for assistance. They are also linked by computer to the library collections of the much larger system. An example of an agreement between a tribal liaison and a county library system follows.

AGREEMENT FOR LIBRARY AT MUCKLESHOOT COMMUNITY CENTER

THIS AGREEMENT is made and entered into this day of __________, 1973, by and between THE KING COUNTY RURAL LIBRARY DISTRICT and the MUCKLESHOOT INDIAN TRIBE, INC. as follows:

RECITALS

The Muckleshoot Indian Tribe, Inc. has heretofore determined to construct a community center for the use of its members and others, to be known as "The Muckleshoot Community Center";

The King County Rural Library District, in order to provide library service for residents of King County and the members of the Muckleshoot Indian Tribe residing within the area of the proposed community center, desires to obtain space and facilities within the Muckleshoot Community Center; and,

The Muckleshoot Indian Tribe, Inc. is desirous of having said library facilities within the Muckleshoot Community Center to be administered by the King County Rural Library District;

NOW, THEREFORE, IT IS HEREBY AGREED BETWEEN THE PARTIES HERETO AS FOLLOWS:

1. The Muckleshoot Indian Tribe, Inc. will, at its own cost and expense, proceed with all diligence to construct and complete upon its land in King County, Washington, in the vicinity of Auburn, Washington, a building to be known as the Muckleshoot community Center. Said Muckleshoot Indian Tribe, Inc. will consult with the King County Rural Library District regarding the specifications and plans for said building in order to assure that space in the building will be designed and set aside according to the specifications of the library district, or use by it as a library facility.

2. Upon completion of the building, the Muckleshoot Indian Tribe, Inc. agree to execute appropriate instruments granting to the King County Rural Library District the exclusive right to operate library facilities in said community building for such period of time as the library district requires for the discharge of its duties of providing library service from said Muckleshoot Community Center. It is understood between the parties that the library district shall have the exclusive authority to appoint personnel to manage the library center, control the operation of said library center;

3. Upon notification by the proper authorities of the Muckleshoot Indian Tribe, Inc. that construction is about to commence, the King County Rural Library District will, upon receipt of an authorized statement from said Muckleshoot Indian Tribe, Inc. to that effect, together with a billing therefore for $35,000.00 (Thirty-Five Thousand Dollars), pay to the National Bank of Commerce, Auburn Branch, Muckleshoot Community Center Account No. 203 1-1 12-974 1, the depository account for this project, for the sole purpose of contributing to the construction of the Muckleshoot Community Center and equipping a library as an integral part of said Muckleshoot Community Center; and,

4. In the event that said community center is not completed or constructed, said Muckleshoot Indian Tribe, Inc. does hereby agree to refund unto the King County Rural Library District all of said sums paid by the library district for the construction and/or equipping of the Muckleshoot Community Center and/or library therein.

THE BOARD OF TRUSTEES,
KING COUNTY RURAL LIBRARY DISTRICT

MUCKLESHOOT INDIAN TRIBE, INC.

By President

By Secretary

FUNDING THE LIBRARY

The tribal library should have a dependable source of funding from which to operate. It should not, if at all possible, operate from "soft money". That is, money which is available only for a limited period of time, as with some grant monies. The reason for this is obvious: if renewed grant funds are not available, people may be left with no service because the public library will close. Stable funding, such as an annual appropriation from the tribal government, is preferred. This supplemented with LSCA Title IV grants and other funds as they are available will ensure at least minimal library services.

Other sources of funds from outside the tribes are sometimes available. They include:

1. County or local appropriation - Some counties and large public library systems offer budgetary appropriations for public library services throughout their service area. Tribes do not always have access to these funds but it is an option which should be examined.

2. State appropriation - Inquiries should be made to the state library agency to determine tribal eligibility for state funds.

4. Other Federal Government Sources - Money for library services and development is available from a variety of other government agencies including the National Endowment for the Humanities (http://www.neh.gov), Johnson O'Malley (JOM) and the National Historical Publications and Records Commission (http://www.archives.gov/nhprc). Tribes must comply with the criteria for eligibility and guidelines as established by each agency.

5. Private Institutions - Private institutions such as foundations or corporations often provide funding for worth while activities. A foundation directory or a particular company's public relations office should be consulted for more details.

Additional Resources

THE LIBRARY BOARD

Library boards are established for most public libraries in the United States. They are official bodies consisting of several individuals having some authority for the governing of the library. Members are either elected, appointed or selected by some established procedure. The procedure to be followed should be delineated in a tribal resolution such as the one following:

RESOLUTION OF THE SAC AND FOX TRIBAL COUNCIL Establishing the Sac and Fox Tribal Library Board

WHEREAS:

1. The Sac and Fox Tribal Council established the Sac and Fox Tribal Library.

NOW THEREFORE BE IT RESOLVED THAT:

1. The Sac and Fox Tribal Library shall be governed by a Library Board consisting of 5 members selected from members of the community by the chairperson of the Sac and Fox Tribal Council.

2. Said Board members shall serve terms as follows: one member appointed for one-year; two members for two years; and two members for three years. Upon the expiration of the initial terms all subsequent members shall be appointed for three year terms. Appointments made to fill vacancies occurring during a term shall serve until the term expires. All terms shall end on September 30 of the designated year.

3. All Library Board members shall serve without compensation.

4. Any Board member may be removed by the appointing authority for misconduct, failure to attend board meetings, and/or neglect of duty.

5. Within the first two months of the initial and subsequent appointments library board members shall elect one of themselves as chairperson and any other officers they deem necessary.

6. The library board shall adopt any other laws, rules and regulations for the operation of the library board and for the government of the library as may be necessary and are in compliance with this resolution, the laws of the Sac and Fox Tribe, and the approved plan of operation for the library.

7. The library board shall recommend the appointment of a librarian to the Chairman of the Sac and Fox Tribe with the employment of the librarian to be consistent with tribal personnel policies and procedures.

8. The library board shall submit an annual report including financial and statistical information to the Chairman for each fiscal year.

9. The library board may accept or decline gifts and grants for the library and may seek non-profit status for same.

10. The Board shall request funds by means of an annual budget and the Sac and Fox Tribal Council shall appropriate monies annually to operate the library.

11. A financial audit of the library shall be performed annually and the results presented to the board.

12. All other Tribal law in conflict with this resolution shall not apply to the operation of the Library and Library Board.

CERTIFICATION

I hereby certify that the foregoing resolution was duly considered by the Sac and Fox Tribal Council at a duly called meeting at ( city ), (state ) at which a quorum was present and that same was passed by a vote of _____ in favor and _____ opposed, this (day) of (month) (year).

Chairman

Library boards fall into two main types: advisory and administrative. The major difference is:

2. Advisory Boards make recommendations to the governing body concerning the employment of a Librarian and the approval of library policies.

Organizational placement of the library should be analyzed before deciding which board best meets tribal needs. In some cases the Tribal Council may serve as the board. Membership on the Board should be kept at an odd number (5, 7, 9); should not be too large in number; and should serve staggered terms so that there will always be experienced representation on the Board.

Duties of the Library Board vary with the authority given it. Among the most common duties are:

1. Employ or recommend for employment a competent and qualified librarian.

2. Adopt or recommend for adoption written policies to govern the library's operation.

3. Determine the library's purpose.

4. Know the library needs and interests of the community.

5. Locate and secure funds for the library.

6. Establish, support and participate in a public relations program.

7. Assist in the preparation of the annual budget and submit the budget request to the governing body.

8. Know laws affecting the library program.

9. Report regularly to governing officials and the community.

Once members of the library board have been selected, their duties and responsibilities should be reviewed by:

1. Informing them of their duties and responsibilities.

2. Reviewing the library's history with them.

3. Reviewing with them the library's finances.

4. Providing them: a copy of the current budget; a current organization chart; a list of personnel; a copy of current policies, goals and objectives, a copy of agendas and minutes from previous board meetings; a copy of local and other relevant laws, rules and regulations; and a copy of the library's plan of operation.

5. Giving them a tour of the library and introducing them to library personnel.

6. Providing them with information sessions on such topics as intellectual freedom, book selection and processing, information services and other such topics as would be of value to them in performing their duties.

The Library Board should meet regularly, at least monthly, and operate according to an established agenda. The Board Chairperson and the librarian should work closely with each other in developing an agenda. The following steps are suggested in establishing an agenda.

1. Establish the time and date for the next meeting.

2. Review the minutes from the past board meeting.

3. Determine which unfinished or old business needs to be discussed.

4. Determine if any new written or oral communication needs to be discussed.

5. Determine if an executive (non-public) session is needed.

6. Identify committee or sub-committee reports to be made.

7. Develop, type and distribute the agenda one week ahead of the board meeting.

A sample agenda follows:

SAC AND FOX LIBRARY BOARD

Meeting Place: Date: Time:

1. Call to order.

2. Reading of minutes of previous meeting and action on same.

3. Board correspondence and communication.

4. Librarian's report.

5. Financial report.

6. Report(s) of standing committee(s).

7. Report(s) of special committee(s).

8. Unfinished business.

9. New business.

10. Other business.

11. Adjournment.

PLANNING

One of the basic administrative functions is planning. It is essential if the library is to achieve effective levels of performance. It focuses on the future. The elements of planning include:

1. Assessing the library and informational needs of the library's community.

2. Creating a mission statement.

3. Determining library goals and objectives.

4. Evaluating the effectiveness of the programs and activities.

Data on community needs can be obtained from a current needs assessment (containing a community profile and a citizen survey).

The librarian and the library board may wish to form a planning committee to assist in forming a mission statement and setting goals and objectives. Composition of this committee could be made up of the following:

1. Tribal Administrator- The library is a part of tribal operations, therefore, its goals and objectives must be compatible with those of the tribes. A representative of tribal government is needed to assure that this point of view is represented.

2. Community Representative- The library serves the needs of its community. A representative or representatives of the community can bring concerns and insights to the planning process.

3. Outside Librarian- A librarian who has experience in planning can be a valuable contributor to the planning team. A librarian from the state library or a local or regional library may be willing to assist.

4. School System Representative -A representative from the local school system can help avoid duplication of school programs and services and help design a more comprehensive library program for the community.

The planning team members must have an interest in what they are doing, be willing to do their assigned work promptly, and attend all scheduled meetings. The committee can begin their work by gathering information on which to base their planning document. This can be done by:

1. Surveying community library/information needs.

2. Gathering data on the current status of the entire library program.

3. Deciding what the primary functions of the library will be. The committee can draft a mission statement, develop goals and objectives, and specify activities for the library to implement. A draft copy of the document can be submitted to others for review and comment. It should be redrafted after consideration of the comments received. The planning document can then be submitted to the library board for formal adoption/approval.

The planning document, because it reflects an on-going process, should be evaluated and updated regularly. The availability of an up-to-date planning document makes it easier for the librarian to perform duties and responsibilities w\consistent with community needs.

Additional Resources

MISSION/GOALS/OBJECTIVES

Every tribal community is unique. This is reflected in the library's mission, goals, and objectives. The formulation of mission statements, and the development of goals and objectives give the library direction and allows it to realistically focus on meeting priority community needs.

MISSION

The mission statement describes the library's purpose and its role in the community. It should include information on:

1. The people to be served (all of the community, adults, young adults, children, etc.)

2. The needs that will be addressed (cultural, educational, informational, recreational, etc.)

3. Resources and activities to meet these needs.

Goals are developed from the mission statement. They are broad in scope, describing where the library wants to be in the future. Goals provide long range direction for the library.

Tribal librarians should consider establishing goals for 3-5 years to fit the 3-5 year long range plan required as a part of the application process for LSCA Title IV Special Project grants. An example of a goal is "Collect all materials available about the Sac and Fox Tribe."

OBJECTIVES

An objective further defines a goal. An objective concerns only one proposed accomplishment, is measurable, and states when it is supposed to be accomplished. An example of an objective is: "Obtain an index of all materials in the National Archives by, for or about the Sac and Fox Tribe by the end of the fiscal year."

Objectives can be further broken down into activities and tasks for a clearer picture of library responsibilities and actions. An example of an activity and a task is:

1. Activity - Obtain a copy of Edward E. Hill's Guide to Records in the National Archives of the United States Relating to American Indians published in 1981.

2. Task - Write to the U.S. National Archives to find out how to order a copy of Edward E. Hill's Guide to Records in the National Archives of the United States Relating to American Indians.